Professional Documents
Culture Documents
Pup Paranaque Online Document Request System: Polytechnic University of The Philippines
Pup Paranaque Online Document Request System: Polytechnic University of The Philippines
PUP PARANAQUE
ONLINE
DOCUMENT REQUEST
SYSTEM
PROPOSED BY
Eusebio, John Jefferson
Ong, Froiland M.
Piangco, Mark Lorence
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 2
I. INTRODUCTION
the request. Second, there are often mistakes in requested documents that
keeps the student coming back and queuing again. Third, occasionally the
registrar head are quiet busy for other school matters and so the requests of
the students are forgotten. The proposed system aims to innovate the
process of issuance of school documents in the campus that is appropriate
to the modern technology today. It is the hardest to imitate and duplicate
(Avivah Litan). The technology is now spread all over the because of its use.
It is being applied in different institutions. Adapting to the new technology is
is a must. Philip Green said that " Good, bad or indifferent, if you are not
investing in new technology, you are going to be left behind." The world is
constantly changing in terms of technology. The proposed system is very
modern and effective. The proposed system will be the solution to the
manual process of issuance of school documents and address to the future
problems in the campus.
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 5
To present clearly the purpose of the system, the proponents used IPO
chart to present and describe the proposed system of PUP Paranaque
Campus Online Document Request System.
Coding/
Programming
5.Testing
6.Implementation
Deployment of
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 6
The coverage of the system occurred only on the school’s registrar of PUP
Parañaque Campus where it covers up the said operation of creating a system that
will automate the manual process of requesting documents. The proposed system
aims to build an online document request system for campus students to easily
request for school documents whenever they need it. Will make changes and
improvement to the process in terms of Reliable, Usability and Accuracy of the
requesting documents.
The following limitations are applied in the current research:
The system would only cater the current and graduating students by year
the system is implemented.
The system would only use reference number for the security purpose.
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 7
The proposed system will reduce the documents traffic since it will provide an easy
way of requesting documents. This will also be beneficial to the following:
Registrar of the PUP Parañaque Campus: The registrar is one of the benefi-
ciaries of the system to make the transaction of documents easier and
faster.
Future Researchers: The proposed system will be a useful guide for the stu-
dents and it may provide new ideas, concepts and designs that can be im-
proved by the future researchers.
CHAPTER 2
Review of Related Literature and Studies
Introduction
Local Studies
method, a process that creates a prototype model on which the developers can
base the final system to be used.
Since the researchers’ proposed system is database dependent the researchers
gave importance to the database. The idea of being flexible and easy to use of the
database in terms of data manipulation in adding, editing or updating data is easier
The researchers get the idea of user friendliness from the study. Since the system
is user friendly the researchers kept in mind that aside from the functionality which
is easy to use the interface must be kept simple so the management will be able to
do work in a shorter span of time.
According to Daniel San Pascual, Gabriel Salazar, Anne Marie Belleza, and
Roselle R. Bengco (2016) The study focused on the development of a web-based
document tracking and management system that would provide ease in handling,
securing, and tracking the documents in the Department of Public Works and
Highways (DPWH) Laguna II District Engineering Office. It would help the said
department on keeping track of their records, storing the data and providing an
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 11
easy retrieval of document. The client/sender could also submit his/her request
using the system.
According to Lincoln Eman I. Moguies, (2012) This study develops a system that
focuses mainly on Student Information and Record System. This study created a
database that provides updated records for primary updates done with regards to
student’s information and registrar’s reports, this includes updates to student
information and grades. Additionally, this system is capable to handle and generate
printed copies of Registrar’s primary reports sent to CHED and CHMSC main
campus.
Local Literature
According to the article from Cavite state university entitled Record management
system (2016, aug 23) Retrieved from https://studymoose.com/record-
management-system-essay, student records are often viewed as paperwork
produce for the education accreditations. However, a well-designed student record
system, whether using paper documents or automated system, produce many
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 12
benefits. The most important of these is the ability to report information for decision
making about individual students, schools and programs.
a more streamlined and efficient online solution. Through this means, we are able
to reduce paper, printing, and postal costs by distributing information online instead
of on paper. And we are reducing media production and distribution costs by
distributing relevant files online.
According to the Republic Act No. 10175 known as the Cybercrime Law(2012) The
State recognizes the importance of providing an environment conducive to the
development, acceleration, and rational application and exploitation of information
and communications technology (ICT) to attain free, easy, and intelligible access to
exchange and delivery of information; and the need to protect and safeguard the
integrity of computer, computer and communications systems, networks, and
databases, and the confidentiality ,integrity, and availability of information and data
stored therein, from all forms of misuse, abuse, and illegal access by making
punishable under the law such conduct or conducts. In relation to this, the input,
alteration, or deletion of any computer data without right resulting in inauthentic
data with the intent that it be considered or acted upon for legal purposes as if it
were authentic, regardless whether or not the data is directly readable and
intelligible.
Foreign Literature
Ishikawa (2012) explained that Information storage and retrieval are the systematic
process of collecting and cataloging data so that they can be located and displayed
on request. Computers and data processing techniques have made possible the
high-speed, selective retrieval of large amounts of information for government,
commercial, and academic purposes. There are several basic types of information-
storage-and-retrieval systems. Document-retrieval systems store entire
documents, which are usually retrieved by title or by key words associated with the
document. This permits full text searching, enabling retrieval on the basis of any
words in the document. In others, a digitized image of the document is stored,
usually on a write-once optical disc. Database systems store the information as a
series of discrete records that are, in turn, divided into discrete fields records can
be searched and retrieved on the basis of the content of the fields. The data are
stored within the computer, either in main storage or auxiliary storage, for ready
access. Reference-retrieval systems store references to documents rather than the
documents themselves. Such systems, in response to a search request, provide
the titles of relevant documents and frequently their physical locations. Such
systems are efficient when large amounts of different types of printed data must be
stored. They have proven extremely effective in libraries, where material is
constantly changing.
Gia Nghia Vo, Richard Lai (2014) A method for simplifying the submission of an
online request for an E-Government service to encourage citizens to use the E-
Government system more widely, the number of innovative research topics in this
area has grown tremendously to bridge the information gap between citizens and
the government. However, recently, concerns have been increasing, especially in
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 15
Yong Ming Wang, Shao Peng Wang (2013) UML Modeling of Diagram Document
Online Approval Process. A Network-based diagram document online approval
management is imperative. Focusing on the development of an enterprise diagram
document online management system, this paper defined the task node of diagram
documentation approval process, and analyzed the corresponding diagram
document approval process. According to the change demand, the diagram
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 16
document change approval process was subdivided into three sub process:
problem report approval, change request approval and change approval, and each
main node task of the three sub process has been designed. On this basis, the
UML activity diagram model of the document change and approval process was
established, which is useful to develop the diagram document online approval
management system.
Foreign Studies
According to Lin Sun (2010). The aim of the project is to develop a document
management system that is able to deliver access to anyone authorized anytime,
anyplace on any device. The system developed makes use of rich internet
technology to replace desktop application with rich internet application. The system
shares the advantage of both web application and desktop application, and
removes the most disadvantages of both. The problems solved in this system
include.
The researcher makes a system that will help to the department of information
technology. The system helps the head and faculty members to easy access
reports anytime and anywhere using internet.
According to Yousif Nabeil Yousif (2010) of University of Malaysia, The purpose of
his thesis is to develop a doc ument management system for the departments in
Faculty of Computer Science and Information Technology (FCSIT) in University of
Malaya, this system enables administering and managing of students files more
efficient. This system can also use in many other departments in the faculty or
university. The system developed is called Electronic Filing System (EFS). This
system consists of scanning, storing, indexing, archiving, retrieval, and accessing
of original documents. Electronic Filling System EFS also help users to save time
in searching document. The system can prevent lost document or damage from
the effects of disasters such as burn. The system also increases the user
productivity of FCSIT and enhances the efficiency of using information,
communication and technology. This study employs qualitative research method
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 18
that includes observation, document analysis and interviews for data collection
process. The finding of the data analysis is use as system function requirement in
developing.
The researcher will create a filing system for the Department of information
technology to easy retrieving of reports and storage for data.
Sawyer and Williams (2012) explained that a database is an organized collection
of related (integrated) table (files) that is stored on a computer and organized in a
manner enabling information to be retrieved as needed. A database may be small,
contained entirely within a personal computer, or it may be massive, available
through online connections or supercomputers. Such massive databases are of
particular interest, because they offer phenomenal resources that until recently
were unavailable to most ordinary computer users.
(2014) Management Information Systems (MIS), although not clearly understood
and defined in the student affairs discipline, is employed in student affairs offices
throughout all colleges and universities. The benefits of using MIS to handle such
tasks in student affairs as degree checking, classroom scheduling, transcript
processing, and financial aid processing is now realized and appreciated by
college or university administrators. This paper will briefly define MIS, and the
impact of MIS on student affairs will be discussed. This paper also reviews past
and present MIS applications, and suggests some possible future trends in the
area of student affairs. Additionally, this paper examines the benefits and
drawbacks of MIS applications in the student affairs area and outlines the
techniques that can be employed to design and implement MIS in the student
affairs environment.
(2013) Storage of records has always been a fundamental objective of information
systems. However, in the past decade managing sensitive information throughout
its lifecycle from creation to destruction "or archival has become of significant
importance. She increasing awareness of the impact of technology on privacy has
added momentum to the need to have better enforcement of records retention
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 19
policies. Organizations today not only have to comply with regulations but also
have to maintain a balance between operational record keeping requirements
minimizing liability of storing private information and customer privacy preferences.
This work will not attempt to define the term record in the broad content, instead
the term will be treated in all its generality and then applied to the world of
relational databases. Without attempting to differentiate terms such as data
knowledge information and record! It is recommended that the reader maintain a
simple but consistent definition of a record throughout this thesis.
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 20
Chapter 3
Methodology
This chapter will discuss the research design, source of data, and data
gathering procedure used by the proponents to in order to develop the Automated
Barangay Issuance of Documents using Biometrics System.
Research Design
The proponents used the descriptive and explanatory as the research design
of the study. Descriptive is a type of research method where the problems are
being solved through generalization from the data that were gathered and
analyzed. The type of descriptive research method used by the proponents was
interview and observation method as it is the best approach in writing a descriptive
research. Explanatory design, the researcher’s ideas and thoughts are key as it is
primarily dependent on their personal inclination about a particular topic.
Explanation about unexplored aspects of a subject is provided along with details
about what, how and why related to the research questions.
Sources of Data
The sources of the study will be classified into two categories which are the
primary resources and secondary resources. The primary sources were the
information gathered through the use of interview methods which are conducted by
the proponents. Next were the information and perspective gained from the
observations made by the proponents that gave relevant and factual information on
how the proponents will make solutions to the existing problem of requesting
documents in the campus.
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 21
The secondary sources were the ideas and thoughts of the proponents that gave
valuable information and better understanding on how to create the system.
Research Instrument
The proponents used interview methodologies as the research instrument.
The interview and observation methods is used in descriptive research in which
information is obtained by asking the possible admin to respond the questions.
Interview involves an interviewer, who coordinates the process of the conversation
and asks questions, and an interviewee, who responds. Interview is an appropriate
method when there is a need to collect in-depth information on people's opinions,
thoughts, experiences, and feelings.
The proponents also used the observation method which is a systematic data
collection approach. In this type of method, the proponents will have to use all of
their senses to examine people in natural settings or naturally occurring situations.
This type of method gives direct necessary information to the proponents, as the
proponents will be able to the actual process of the research. The data that are
being collected are more accurate and reliable.
observation that will be done by the proponents will give specific answers to their
specific questions in creating the PUP Parañaque Online Document Request
System (PUPPQDR).
Ethical Consideration
The data gathering that will be done by the proponents through interview and
observations will only be executed once the approval from office of the respondent
is given. The proponents will choose respondent/s who are related to the research.
The questions that will be asked in the questionnaires and interviews are
structured for the purpose of the study. No personal information will be asked to
the respondent/s for their privacy. The data that will be gathered from the
respondent/s will be analyzed and interpreted for identifying the problems and
making solutions in innovating the traditional way of requesting school documents
in order to develop the traditional way of requesting school documents through
online.
The proponents made a use case diagram to provide the model of the
functionality of the proposed system
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 24
The PUP Parañaque Online Document Request System can only be accessed by
the school registrar head. The administrator can access the sytem for doing the
task of issuing documents. The registrar head is the only administrator that can
manage the issuance of a school documents. The user will be able to register by
providing necessary information that will be needed to create accounts.
P O LY T E C H N I C U N I V E R S I T Y O F T H E P H I L I P P I N E S 25